Pilot Application Privacy Notice

Information collected

The pilot application collects name, professional email, clinic or business name, city, province, territory or region, country, professional role, registration status, device platform, and consent records. The system also creates a random application ID and stores a one-way hash derived from the request’s network address for limited spam and rate-control purposes.

No patient information

Do not submit patient names, recordings, notes, diagnoses, health information, health card numbers, medical record numbers, or other patient identifiers. The longer workflow survey is not currently collected and will be added only after its fields, purposes, and retention have been reviewed.

How the information is used

Application information is used to assess pilot fit, contact applicants about their application, administer onboarding, prepare and deliver activation materials, provide support, manage the six-month pilot, and link an accepted participant’s business record to the unique licence ID issued at activation.

Marketing choice

Consent to product updates, research invitations, and marketing is optional, separate from the pilot application, and unchecked by default. Declining marketing does not affect an application. Marketing consent will not be collected until the legal business identity, mailing address, contact information, and a functioning unsubscribe process are published. Operational messages about an application, activation, support, security, or expiry are separate from optional marketing.

Cloudflare hosting and storage

The website runs online on Cloudflare infrastructure. Pilot applications are stored in a Cloudflare D1 database bound to the website’s server-side Worker. The public website and application database are separate from the locally installed ClinicaVox clinical application. Cloudflare may process service and security information in the locations used to provide its services.

Access and disclosure

Application information is intended to be accessed only by people who need it to review applications, administer licences, provide support, maintain the website, or meet legal obligations, and by service providers acting for those purposes. It is not sold. No applicant information is included in the downloadable clinical application other than the licence information deliberately issued for that participant.

Retention

Applications and their consent records are retained only as long as reasonably needed to assess and administer the pilot, document consent and contractual decisions, manage security, and meet legal obligations. Records that are no longer required should be deleted or de-identified under a documented retention process. Exact operational retention periods must be approved before applications open.

Security and limitations

Reasonable administrative and technical safeguards are used for the online application, including server-side database access, prepared database statements, request forgery protection, spam controls, and collection minimization. No internet service can promise absolute security.

Your choices

An applicant may request access to or correction of their application, withdraw an unprocessed application, or withdraw marketing consent using the privacy or contact details published on the website. Identity may need to be verified before fulfilling a request. Applications must remain closed until those business and privacy contact details are published.

Changes

This notice may be updated as the pilot process changes. Material changes to collection, use, disclosure, or consent will be reflected in a new notice and consent version rather than silently applied to earlier submissions.